Business Productivity

Tuesday, June 04, 2013

As we near the official start of Summer and Spring will
quickly be behind us…we ask where did our Spring Cleaning go? Are we ready for
the long days of Summer? Here at Mail2World, we believe in getting organized,
including your inbox.

To that end (or start) we came up with some “smart” strategies
to help you organize your inbox:

Unsubscribe
from groups and spam emailUnsubscribe from newsletters, shopping emails, coupons, and spam will help
significantly reduce the unnecessary messages your inbox receives. Use the opt-out
link provided on the email, but remember only click if you know they’re from
reputable companies.

Utilize
Social Networks and IMIn my opinion, social networks such as Facebook and Twitter handle quick response messaging
much better than email does. Users can respond and block invites quickly, in
comparison to opening and reading a message in their inbox.

Use
Mail2World’s Sophisticated Filter ToolsUse our filtering feature that will allow you to filter messages directly
into folders apart from the main inbox. Moving messages into separate folders
will allow for easy filtering of messages based on subject, sender, personal or
business. To learn more about filters read “Using
Email Filters, Folders and other Tips.”

Ask
People not to Write back “Thanks”In your message tell people that it’s ok if they don’t write you back. I am
sure a lot of you get messages that simply say, “Thanks.” So, take the pressure
of them and give them permission not to write back.

Avoid Junk mail like the
plagueThis is an easy one. Don’t sign up for anything you are
not really going to read. A very common practice is when you provide your email
to enter or win a prize. Or when you “like” generic posts on Facebook. At the
very least use a separate email address for junk mail. To help with this tip,
please read our article on “How
to Fight Spam.”

These are just a few tips to help reduce the amount of email
you receive. If some of you have other suggestions or comments, please leave
them below. Until next time, happy emailing everyone!

Friday, April 05, 2013

In early March, Mail2World launched OutlookSync, an
essential business productivity tool that syncs Outlook contacts, calendar and
notes with Webmail in real-time. We’ve been very excited about the OutlookSync
launch here at Mail2World, we always knew that OutlookSync would help users be
more productive in their work. We’ve
been looking forward to feedback from our businesses, but we really had no idea
of its full impact until we sat down with Miguel, one of our Latin American business
clients. We got the chance to ask Miguel about how OutlookSync has benefited
him with his business.

M2W: First of all Miguel, we really want to
start with a big “thank you” for being one of the first businesses to request
OutlookSync. Please tell us a little bit about you and how OutlookSync helps your business.

MG: Thank you
guys! I work as an Account Manager for several businesses in Latin America.
Primarily for several telecommunications companies. Most of my businesses do
their day-to-day email communications from Outlook right at their desks. But
several of our manager’s travel and need to use webmail while away from their
offices or off hours and weekends. We require mobility. OutlookSync is the
perfect tool for our offices on the go.

M2W: Tell us about
how OutlookSync helps with mobility. How easy is it to sync your contacts &
calendar?
MG: Well, it’s a quick download from my Webmail account. Then I can adjust
my settings in Outlook to synchronize automatically. It’s extremely easy. The
download is extremely fast. And the install was complete within a few seconds.
One click of the button after I inputted my account credentials and the
calendar and contacts were synced within a few minutes. And I don’t have to
remember to sync. My settings automatically sync my data or I can sync anytime
at the push of a button. So we can pick up and go and all of our information is
always available.

M2W: How quickly is data
reflected across platforms?
MG: The changes are seen almost instantaneously. Only the initial sync took
a few minutes but I have a lot of contacts, events and businesses on my contacts
list. I need all of that information with me always. The synchronization of
this data is automatic or I can just refresh as I need to. It’s fairly fast considering
I’m in different locations at any given time.

M2W: What’s your
favorite feature of OutlookSync?
MG: I think for me it would have to be the auto schedule sync. I like the
fact that I can schedule a sync and not have to worry about doing anything else
for my information to be current.

M2W: How can
OutlookSync help other business professionals, in your opinion?
MG: The sync feature can help anyone who is on the go and away from their
primary desktop client. It’s necessary for travelers and people that check-in
or work remotely.

M2W: What features would you recommend for
future iterations of OutlookSync?
MG: Well, I have to say that since I manage several business clients
several of my lists are business contact groups. Can you guys add sync for
contact groups as well?

M2W: Our Product
Managers are going to wonder if you’re looking into the future Miguel! Our
OutlookSync 2.0 is just around the corner and we’re adding contact groups to
our sync features as well as a few other secret enhancements!

M2W: Thank you for your time Miguel. We
really appreciate helping us communicate your experience to our other
customers.

Wednesday, March 13, 2013

It’s been an exciting time here at Mail2World in preparation
for the launch of our latest product. Announcing OutlookSync, a downloadable
plug-in that allows users to synchronize their Mail2World powered Webmail’s
contacts and calendar with their Outlook email client and vice-versa.

This plug-in is extremely versatile for those of you that
use Outlook as your primary email manager at home, utilize Webmail at work, or
when traveling. OutlookSync ensures that your information is synced regardless
of the platform you are currently using. What makes this plug-in unique is that users
have the capability of scheduling sync. Through the scheduling feature users
can feel confident that their information will automatically sync at set intervals.
OutlookSync essentially eliminates the tedious task of updating your Contacts and
Calendar separately.

Other OutlookSync features
include:

Two-way Sync - Making
it simple to sync changes between online contacts, calendars, notes and tasks
and Outlook in both directions.

One-way Sync - An
option to copy changes from online services to Outlook and vice versa.

Flexible Sync - User
can sync Outlook at any time either manually or by scheduling it automatically.

Thursday, November 22, 2012

Emailing family, friends, and business associates has become rather common for most of us. Because of this reason, it’s easy to fall into the trap of firing off an email to your clients in the same careless and less formal fashion we do our friends and family. But when it comes to your business communications you must be cautious and ensure that all your emails are benefitting your business. For this reason Mail2World has put together a list of 7 questions you should ask yourself before sending a business email.

Mail2World’s 7 questions to ask yourself before sending a business email:

Am I sending to the right contact?Be sure you have the correct person in the TO: line. You don’t want to send your business’ sensitive information to anyone who shouldn’t have it.

Is the subject line persuading enough to open?The words you add in the subject line are the most first bits of information the recipient sees. So it is extremely important to capture the reader’s attention immediately.

Does the Email get straight to the point?Business executives are extremely busy individuals and often times spend less than a minute reading each individual email. So it is important to make your point as quickly as possible.

Is my Email written in a professional manner?We’ve written in the past on how important it is to write a business email with proper grammar, spelling and be concise so that the recipient can skim through it easily. Check out Mail2World’s 10 Golden Rules for Business Email Etiquette for more detailed tips on writing a better business email.

Can my Email easily be read on a mobile device?Can your email be easily read on a mobile device? It shouldn’t have too many graphics which would slow the loading times for the device. xx% of email is now read on mobile devices.

Am I attaching any unnecessary files? Attaching large or unnecessary files could get your message to “not pass go and be sent directly to the spam or trash folder.” All email providers and lots of corporate email systems have spam filtering software that review attachments for security reasons.

Does my Email have a personal Signature?Signatures are important in business communications so the recipient can quickly find vital information to contact you back. There is no reason to have a novel in your signature. Your basic contact information and a disclaimer will suffice.

Hope you all have found this information helpful. Happy emailing everyone!

Wednesday, November 07, 2012

Here at Mail2World, we like to ensure our customers have
access to their accounts through any device they wish including the popular iOS
devices. Our support staff wanted us to
share a common issue with setting up POP3/IMAP access through the Mail
application on the iPhone. The iPhone defaults to secure settings and times out
after 15 minutes of not being able to connect. After the 15 minutes, a Pop-up
message will appear saying, “Cannot Connect Using SSL. Do you want to try
setting up the account without SSL?” Please see the image below.

To resolve the issue, please select Yes.

The key is to be patient. Don’t become frustrated by the
iPhone’s temporary lack of responsiveness. After you have inputted the host names,
usernames, passwords, and clicked the save button be sure to wait until you
receive the above message. Click yes and wait for the iPhone to accept all the
non-SSL settings.

Once again, the key to a successful iPhone setup is patience.
Happy emailing everyone!

Monday, October 15, 2012

I know that several times on the Mail2World blog we discuss access from anywhere, at any time as one of the cornerstones of the Mail2World business philosophy. To that end, we want to discuss all the options you have to access your Mail2World account. How do you access your email primarily? Are you the Webmail, desktop client or mobile type?

Mail2World provides its users with several options for accessing their email account; just take a look at the list below:

Webmail – Accessing email through the browser is probably the easiest way to access email from anywhere, at anytime. To learn more about Webmail access read “Webmail vs Mail Client Access.”

Desktop Client – If you access email primarily from one location then you could use a desktop client like (Outlook or Mac Mail) for easy management of your mail. Users can configure the desktop clients using POP or IMAP protocols.

Mobile (WAP) – A designated mobile Website specifically designed for an email interface. This is the best option for those who prefer the browser experience. Check out Mail2World Mobile (WAP) Interface for more detailed information on Mail2World’s mobile WAP interface.

Mobile Client – Email access via a mobile email client (Ex. Mail for iOS, Sparrow) is the most common method to access email on a smartphone or tablet. Users must configure the devices using POP3 and IMAP protocols. Mail2World provides configuration guides for assistance through the setup process of some of the most popular mail clients. The guides can be found on the options page within the user’s email account.

SMS Alerts – Platinum account holders can have SMS alerts sent to their phones. The alerts give the subject line of the latest incoming emails.

Monday, October 01, 2012

Most people think of email as just incoming and outgoing correspondence. But have you really looked at your inbox and discovered just how most sources of information and communication seem to be going digital? Gone are the days of mailing out bills and personal letters. We now get our tickets for flights and transportation via email…etickets! If you want paper tickets, you now have to make a special request to have them mailed to you and usually at a cost.

The world is going digital because communication is getting faster and easier. Email is common to everyday life; we forget that email hasn’t always been available. With more information and communication going digital its uses benefit our lives as well as the environment*.

Here are a few services that have gone digital:

E-plane Tickets – Buying plane tickets is done almost exclusively online now. Your reservation confirmation, itinerary, baggage check-in and boarding passes are sent to you automatically via email once you’ve made your purchase. Have you tried using an electronic boarding pass to board a plane?

Mobile Email – Take your email with you! You can access email via a mobile email client, a mobile email page (WAP), and for legacy phones you can get access email via SMS.

E-Prescriptions – More and more doctors’ offices are emailing customer prescriptions directly to Pharmacies for quick turnaround to meet the patients’ immediate needs.

Digital Signatures – Insurance companies and some legal documents can now be signed over email using digital signature technology and sent immediately over email for quick delivery.

Store Receipts – Lose your receipt on the way home? Most reward cards keep your purchase information online with your account and most retailers will even send you copies of your receipt via email to store digitally and/or use for store returns or questions.

Email communication is very centric to most of what we do online. Most registration, login activities require you to provide an email address. As you can see email is increasingly becoming ingrained in every aspect of our lives. It is no longer limited to simple business communications but rather an integral part of our business and personal lives.

*To read more about how Mail2World’s email platform is built to help the environment, please read our Green IT & You blog post.

Tuesday, September 11, 2012

Email is a powerful communication tool . The power behind most email communication is a business’ ability to manage and retrieve pertinent information for business continuity. When designing its email platform, Mail2World considered the needs of business email administrators and their users. Administrators need the ability to generate reports that can provide important user management and statistics. Through the Email Admin Control Center administrators can:

Manage end-user accounts

Customize the look-and-feel of the email environment for all users via Site Management

View statistics

Retrieve reports on users, usage, and logins etc.

Modify accounts & turn specific features on/off

Access is available to administrators who manage large enterprise or small business email environments and Internet service providers.

Here are a few of the tools available to administrators in the Admin Control Center:

View Statistics – Administrators can generate statistical reports to monitor information that is important to their organization.

These are just a few of the features available to administrators through the Mail2World Admin Control Center. Find out more about Mail2World’s email admin control center on our website: http://www.mail2world.net/en/administration-and-reports or contact us about how we can help you with your business email communications.

Tuesday, August 14, 2012

If you are like most people your job requires you to sit behind a computer for eight hours a day, I’m sure you’ve experienced the agony of siphoning through your email messages. Even if you’ve only step away from your email overnight your inbox has probably received a plethora of messages. According to a recent McKinsey Global Institute report, people spent 28% (13 hours a week) of their time writing, reading, and answering email and another 9 hours tracking down information. In all likelihood the majority of emails received are critical to your job function, but most of us feel obligated to react to any new email. (I know I do when I see my email alert that I’ve received a new message).

Here are some tips from Mail2World on how to prevent email overload and the agony that it causes:

Set a time limit. Set a time limit on the amount of time you spend going through email each day. For most of us, job descriptions didn’t include “respond to every email message you receive right away.” Answering email is only a small part of the job so let that be your guide as to how much time you devote to email.

Prioritize. With the amount of emails you get on a daily basis it is imperative that you focus on those messages that are the most important. This is precisely why Mail2World’s advanced email platform provides users with features such as stars, flags, and filtering into folders, enabling users to separate mission critical email from the rest. That means prioritizing people and email subject matter…family, work, friends…what is your priority?

Filters Are Your Friends. Mail2World has a filtering feature that will allow you to filter messages directly into folders apart from the main inbox. Moving messages into separate folders will allow for easy filtering of messages based on subject, sender, personal or business. To learn more about filters read “Using Email Filters, Folders and other Tips.”

Write Messages Properly. We’ve written in the past on how important it is to write business email with proper grammar, spelling and be concise so that the recipient can skim through it easily. Check out Mail2World’s 10 Golden Rules for Business Email Etiquette for more detailed tips on writing a better business email.

Avoid Junk mail like the plague. This is an easy one. Don’t sign up for anything you are not really going to read. At the very least use an email address for junk mail. To help with this tip, please read our article on “How To Fight Spam.”

Don’t Open Email More Than Once. The basic principal is you should never need to go back to an email again. Once you open an email, give yourself only four choices: delete/file away, delegate, or respond (you could potentially do this in less than two minutes). This prevents you from wasting time by re-reading email.

Tuesday, July 17, 2012

If you’ve been following the latest news on the technology industry, specifically the email industry you know that the Mozilla Corporation has decided to stop any further development on its popular email client, Thunderbird. (Read more about the company’s decision here. ) So, what’s next for Thunderbird users? And what should you do if your email client should ever stop developing or supporting it’s software?

An Email Client vs an Email Service Provider:

First, it’s important to understand the difference between a desktop client and a service provider. A desktop email client is a downloadable email program that is used to view messages directly from a personal computer. Users can configure the desktop client using POP and IMAP mail protocols to retrieve their messages. While a service provider hosts the servers where the actual messages are kept, maintained and monitored. Ensuring that customers always have access to their email accounts is our number 1 priority. This is why it is important to ensure your email is hosted by a trusted service provider, like Mail2World. In today’s business world email is a mission critical business tool. Service providers like us means you can use any mainstream email client that works best for you.

Thunderbird is an email client which means you can export your email messages to another client using the configurations provided by your email service provider. For our Mail2World customers we have a couple of alternative solutions available:

Login directly to your account and manage your email via the Webmail or mobile interfaces on the Web.

Or

If you’re a Mail2World Platinum User, you can download your messages to your desktop using any number of free desktop clients available for download.

And

Configure your account using Mail2World’s mail management tools. *

*Through Mail2world’s platinum service, Mail2World platinum account holders can configure their accounts to a number of desktop clients using both POP and IMAP protocols.

So you see, if an email desktop client is discontinued it’s not the end of the world. You can transfer your email, contacts, calendar, and more! We provide support documentations, user tutorials, and configuration guides to help provide a smooth transition when switching to a new desktop client.

My Other Accounts

More About Mail2World

Mail2World is a world-class email hosting provider. We offer business email, mobile email, reseller email hosting, and private-label email services. With the richest feature set in the industry, Mail2World's customer base includes hundreds of reputable brands and prominent organizations from around the world, including publicity-traded corporations, telecom carriers, mobile operators, and some of the most-recognized universities and online social portals. Solutions include business email, mobile email, reseller email hosting, email security, email encryption and FailSafe Protection.